Customer Spotlight – City of Claremore: Leading the Way in Safety and Efficiency

The City of Claremore, Oklahoma, is renowned for its forward-thinking approach and commitment to the well-being of its employees and residents. Priding itself as an engaging and fun place to live, the city offers first-class resources and opportunities. With high standards, they seek the best processes and tools to help achieve their goals.

Under the leadership of Human Resources Director Ashley Hickman, the city has implemented innovative solutions to streamline safety and operational processes. The adoption of Sospes safety management software has transformed the city’s approach to handling safety incidents and compliance reporting. As an HR professional, Ashley isn’t a typical safety professional, but her experience exemplifies first-hand the software’s ease of use and applicability across diverse departments in an organization.

“Safety is my least favorite piece of human resources,” admitted Ashley “and basically, we don’t manage the day-to-day safety. We just manage the worker’s comp portion for coordinating medical visits, getting them set up with their initial point of contact, making sure their information is filled out in Sospes…the basic housekeeping piece of it. In each department, we roll out safety trainings and as far as the day to day making sure the safety measurements are met, that falls within the different departments.”

Before integrating Sospes, the City of Claremore was managing safety incidents on paper. They found this manual process both inefficient and time-consuming, and also prone to errors. With over 300 employees, many of whom work in the field, tracking safety incidents and compiling accurate reports became a daunting task for the Human Resources team.

Ashley explained, “We had a paper-based system where someone had to fill out a form and either drop it off or email it to us. This process was very labor-intensive and often resulted in delays and inaccuracies.”

The City of Claremore found the solution they sought in Sospes. The software provides a streamlined process with a mobile app that makes it easier for employees to report incidents. The templates and reporting bring tracking and managing safety data to a whole new level for the HR team.

“Sospes has allowed a very easy tracking mechanism,” explained Ashley. “We get an initial report electronically, and from there, we can track everything efficiently. All documentation is housed in individual incident reports, making it easy to manage and access information.”

Implementation and Impact The software implementation was seamless thanks to the dedicated support from the Sospes Customer Care team. They worked closely with the City of Claremore to ensure the software met their specific needs.

Ashley noted, “The Sospes team has been amazing from day one! They’ve always been responsive and helpful, addressing our needs promptly.”

One of the most significant benefits of Sospes has been the time savings and increased efficiency. Previously, compiling annual reports could take up to two months. With Sospes, this process has been reduced to just a few hours.

Reflecting on the previous process, Ashley said, “We were literally gathering from documents, putting them on spreadsheets, and then transferring that data into the OSHA documentation to make sure that our information was correct before it got there. So, hours and hours of manpower was spent on something that should not be that time consuming. Sospes took a piece of our job that normally took eight weeks to do and transformed it so that now we spend maybe a day or a few hours putting the information together.”

In addition to saving time, Sospes has improved the accuracy and accountability of safety data. The software allows field employees to report incidents directly from their mobile devices, eliminating the need to return to a designated space to fill out paperwork. This has made the reporting process more efficient and ensured that all incidents are accurately documented and addressed promptly.

Customer Success and Future Plans The City of Claremore has been impressed with the ongoing support from Sospes. The software has exceeded their expectations. Ashley shared, “Our goal was to get a faster, more accurate accountability for our incidents, and Sospes has delivered that and more. We’ve even been able to use Sospes for performance evaluations and tracking certifications, which we hadn’t initially considered.”

“Everyone we’ve dealt with at Sospes has treated us with kindness, even though we are probably like thorns in their flesh since we aren’t tech-savvy,” laughed Ashley. “They’ve been so patient and kind walking us through everything. To me, that’s what true customer service is about and that’s what we’ve gotten from Sospes.”

The success of Sospes in Claremore has led Ashley to highly recommend the software to other municipalities. “I super highly recommend Sospes because the documentation for our annual reporting is streamlined, saving time and ultimately dollars. The accuracy and efficiency improvements have been substantial,” she emphasized.

The City of Claremore’s partnership with Sospes showcases the transformative impact of leveraging the best digital solution to improve safety and operational efficiency. By prioritizing accuracy, accountability, and ease of use, Sospes has enabled Claremore to enhance its safety management processes significantly. As a result, the city is better equipped to ensure the well-being of its employees and maintain its reputation as a forward-thinking, efficient, safe, and fun municipality.

What are the safety and operational hurdles your company is dealing with? We have many happy clients, just like the City of Claremore, who’ve benefitted much more than they initially anticipated by working with Sospes. If you are not satisfied with your current safety performance, contact us to simplify your processes for a safer and more productive workplace. And you don’t have to take our word for it. Check out some customer experience videos here.